Minnesota Federation of Music Clubs 2014 Festival Information (Updated 04-‐03-‐2013)
Contact Information National Federation of Music Clubs website (forms, etc.) www.nfmc-‐music.org Minnesota Federation of Music Clubs website (forms, general information, etc.) www.mfmc.net MFMC Festival Chair Judy Zylstra 801 S. Gilman Av. Litchfield, MN 55355 320-‐593-‐7452
[email protected] MFMC Festival Cup Chair Sarah Twedt 3676 Windtree Dr. Eagan, MN 55123 651-‐688-‐0843
[email protected] MFMC Festival Certificate Chair Jeannene Simonson 17670 Italy Path Lakeville, MN 55044 952-‐435-‐6448
[email protected] MFMC Insurance Coordinator Tamie Morken 13496 Elysium Place Apple Valley, MN 55124 952-‐322-‐5560
[email protected] MFMC State Treasurer Gwen Degner P.O. Box 42 Remer, MN 56627 218-‐566-‐2011
[email protected]
2014 MFMC Festival Information Page 1 of 9
Information for Site Managers and Record Keepers The Festivals Bulletin is the authority for running a Festival. All the General Rules for Festival are contained in the Festivals Bulletin on pages 1-‐6. Please read and follow them, and ask questions if needed. Event specific rules are located throughout the book. CORRECTIONS AND CHANGES TO THE BULLETIN CAN BE FOUND AT http://nfmc-‐music.org/cms/bulletin-‐adjustments/.
SITE MANAGERS • Please read each directive completely and provide complete information by the stated due dates. SITE MANAGER “TO DO” LIST 1. LIABILITY INSURANCE INFORMATION – included in Reply Form #1 (see below). 2. REPLY FORM #1 – Due to both Tamie Morken AND Judy Zylstra byAugust 1, 2013. Form was distributed by email. 3. REPLY FORM #2 – Due to Jeannene Simonson one month before the date of your festival. You may send it early. The form is available on the MFMC website and is e-‐mailed to sites in the fall. Follow the directions on the form. Calculate the number of participation certificates your site will need. Please do not use certificates from past years as they are dated. 4. Request Theory Event tests and answer keys from the State Festival Chair by November 10, 2013 if you anticipate any participants in this event. You do NOT need to know the number of participants or their levels at this time. 5. Request transfer student information (Follow the procedures in these directives). 6. Make, double-‐check, proofread, and submit reports by the deadline (or delegate this job to a record keeper) – see specifics in the REPORT MAKING section below. 7. Do all the other things that you efficiently handle every year – dates, location, pianos, judges, applications, scheduling, helpers, etc.
APPLICATION FORM • •
•
The national application form for festival (JR3-‐8) may be downloaded from www.nfmc-‐music.org or a form may be created to suit your needs. The compliance statement/signature at the bottom of the national form is required to be on every application form. Please credit the Minnesota Federation of Music Clubs as the sponsoring organization for Festival.
FEES •
• • •
The combined national/state fee is $5 per entrant per event (solos/ensembles of fewer than five people). The combined national/state group entry fee (for ensembles of five or more people) is $20. The Gold/Silver Cup Fee is $5 per year per event per student. Each site may assess an additional fee amount to be used only to cover Festival costs.
RATING SHEETS – Festivals Bulletin page 5 • • • •
Rating sheets may be downloaded from the national website. You may customize the forms, but the actual ratings must match the national model. Junior ratings are: Superior, Excellent, Satisfactory, Fair, Needs Improvement Adult ratings are: Superior, Excellent, Satisfactory
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TRANSFER STUDENTS FROM OTHER STATES If a student has performed in Festival in another state a Festival Transfer Information form (JR3-‐1) must be completed by the Site Manager or State Chairman of the previous state (form available online at www.nfmc-‐music.org). Alternately, the same information from the form may be provided via e-‐mail. This process should be initiated by the site chair of the new festival and should be done as early as possible.
TRANSFER STUDENTS WITHIN MINNESOTA
If a student has performed in Festival at a different site within Minnesota, the following information should be requested from the Site Manager or Record keeper of the previous festival site by the Site Manager/Chair of the new festival site. (You will know which students are transfers when you receive registrations – if you want to take care of this even earlier, you can request the names of transfer students from the teachers in your group as early as you wish.) • Student Name • Former festival site, former teacher • New festival site, new teacher • Complete festival history (Year, Event, Class, and Rating) • Total number of gold cup points for each event entered • Number of consecutive superiors in 2011 for each event entered The information should be sent to: 1. the Site Manager of the new festival site 2. the State Festival Chair It can be sent in paper or e-‐mail form – the format is not important, but all the information needs to be included. This way, transfer student information is readily available in advance so that the audit procedure can occur with fewer delays, and hopefully errors in progression can be prevented. If it is unclear which festival site the student previously played at, refer questions to the state festival chair or festival cup chair so we can try to point you in the right direction. Sample: STUDENT NAME: Molly Mover FORMER FESTIVAL SITE: My Imaginary Music Club, Somewhere, MN NEW FESTIVAL SITE: Your Idyllic Music Club, Overthere, MN
FORMER TEACHER: Kevin Keys NEW TEACHER: Natasha Notehead
YEAR 2011
EVENT Piano solo
CLASS Primary 3
RATING Superior -‐ 5
2012
Piano solo
Primary 4
Excellent -‐ 4
TOTAL NUMBER OF Piano Solo GOLD CUP POINTS = 9 NUMBER OF Piano Solo CONSECUTIVE SUPERIORS IN 2013 = 0 YEAR 2011
EVENT CLASS Hymn playing (piano) Primary A
RATING Superior -‐ 5
2012
Hymn playing (piano) Primary B
Excellent -‐ 4
2013
Hymn playing (piano) Primary B
Superior -‐ 5
TOTAL NUMBER OF Hymn playing (piano)GOLD CUP POINTS = 14 NUMBER OF Hymn playing (piano)CONSECUTIVE SUPERIORS IN 2013 = 1 2014 MFMC Festival Information Page 3 of 9
REPORT MAKING, DOUBLE-‐CHECKING, AND PROOFREADING
1.
Roster of All Entrants • Each teacher is listed by name (in alphabetical order) and address. • Each teacher’s students are listed in alphabetical order under the teacher’s name; students with multiple events should list the events in bulletin order. • On this report you may include students who entered but later withdrew or received no rating. Adult and Junior entrants may be included on the same report, but please include the word “ADULT” after the names of adult entrants. • Report columns are as follows: o Student Name o Event o Classification o Rating • Include the name, address, and e-‐mail address for the report maker somewhere on the report, PLEASE! Sample:
MINNESOTA FEDERATION OF MUSIC CLUBS
FESTIVAL My Imaginary Music Club Roster of Entrants February 24, 2014_____________________________________________Somewhere, MN
Teacher: Jane Doe, 555 Educational Dr., Anywhere, MN Zip (555)555-5555 Anderson Annie piano duet Pri II Anderson Annie hymn playing (piano) Pri D Booth Ben piano solo Pri II Booth Ben hymn playing (piano) Pri B Clemens Callie (ADULT) piano solo Pri IV
Superior Superior Superior Superior Superior
Teacher: Sallie Smithe, 555 Teacher Lane, Anywhere, MN Zip (555)555-5555 Davis Dan piano duet Pri II Evans Evilyn hymn playing (piano) Pri D Fredericks Frank piano duet Pri II
Superior Superior Superior
Report prepared by Davey Davenport, 555 Accounting Alley, Anywhere, MN Zip,
[email protected] P.1of 3
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2.
Area Report of Festival Ratings (JR3-‐4) • Make separate JR3-‐4 reports for Juniors and Adults. • Report columns are as follows: o Total Consecutive Superiors o Entrant’s Name (last name first) o Junior Club o Event o Comments/Status § The inclusion of the Comments/Status column was new in 2011 but is the same information that you are already including in your Gold/Silver Cup Report. Please note things like “new,” “inactive last year,” “combining solo and concerto points toward the same cup,” etc. ALSO, please use this column to note students who are alternating between Piano Solo and Lynn Freeman Olson Piano Solo or between string solo and string concerto events, etc. – see example. o Class Last Year o Rating Last Year o Class This Year o Rating This Year • List each of your Festival events in the order they appear in the Festivals Bulletin. • List names within each event in alphabetical order according to last name and regardless of class. Leave a blank line between events. • Consecutive Superiors include the current year. o Any rating other than superior and any gap in Festival participation for the event reset the consecutive superiors to zero. o The only exception would be the specific events which are allowed to and are being used to alternate toward the same gold cup – consecutive superiors can follow back and forth between these events, but still no gap in yearly participation is allowed. o Each event can only be used once toward the total consecutive superiors when solo and concerto events are combined toward the same cup. Example: Jane has 7 consecutive superiors in the solo event. Now she is going to enter solo and concerto and combine points toward her solo cup. She gets a superior in both events. She now has 8 consecutive superiors in the solo event and only 1 consecutive superior in the concerto event. (The first 7 consecutive superiors were each used once in the solo event. They cannot be used again to achieve a higher number of consecutive superiors in concerto.) • Class Last Year and Rating Last Year should be blank or contain only parenthetical notes if the student did not play in Festival in 2013. • Include the name, address, and e-‐mail address for the report maker somewhere on the report, PLEASE! • See SAMPLE on the next page.
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Sample: NATIONAL FEDERATION OF MUSIC CLUBS FESTIVALS AREA REPORT OF FESTIVAL RATINGS (JR3-4) SOMEWHERE, MINNESOTA
My Imaginary Music Club
Total Consec.
Entrant's Name
Junior Club
Event
Comments/ Status
Super.
1 1 7
Anderson
Andrea
Carter
Caleb
Dover Evensen
My Imaginary Music Club My Imaginary Music Club My Imaginary Music Club
David Emily
piano solo piano solo piano solo
My Imaginary Music Club
Alternating LFO piano solo in 2013 Transferred from South Suburban
piano solo
2014 Class
Rating
Class
Rating
Last
Last
This
This
Year
Year
Year
Year
Pri I A
E
Pri I
Sat
Pri I
Sat
Pri II
S
Pri III
E
Pri IV
S
D II
S
V Dif I
S
Pri D
S
Pri E
S
Pri I
S
Gunter 5
Hendig
Gwen Henry
My Imaginary Music Club My Imaginary Music Club
hymn playing (piano) hymn playing (piano)
Inactive in 2013
pipe organ solo
New
Pri D
S
1
Isaacs
Ian
My Imaginary Music Club My Imaginary Music Club
3 Jenkins Jessica pipe organ solo El I S El II S Report prepared by Davey Davenport, 555 Accounting Alley, Anywhere, MN Zip,
[email protected] P 1 of 6
3.
Summary Report (JR3-‐3) • Form may be downloaded from the NFMC website. • Make separate JR3-‐3 reports for Juniors and Adults • Follow instructions a. – d. on the form – disregard the fee portion of this form. • In the Summary Report, you are counting consecutive superiors as reported on the JR3-‐4. • Remember that if one participant is in two events, each event is counted separately. • The “number of Junior Clubs” should equal the number of teachers in the club rather than the actual number of clubs. o (This was communicated to me by our Regional Festival Chair. Minnesota organizes its junior clubs differently than most other states, so this is being done so that the regional and national reports are comparing “apples to apples”, so to speak.)
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4.
5.
Report to Treasurer (MFT-‐1) • Form is available on the MFMC website and is e-‐mailed to sites in the fall. • Do not pay fees for students who did not receive a score for any reason (disqualified, etc.). Gold and Silver Cup Reports • Instructions are distributed by Sarah Twedt, Festival Cup Chair
REPORT DISTRIBUTION AND DEADLINES Reports are due 2 weeks after the date of your festival. • No report will be accepted after April 1, 2014. • Contact the state festival chair ASAP with any report making difficulties so we can all meet our deadlines. Send to MFMC Treasurer, Gwen Degner: Send to your site’s designated auditor: 1 copy of MFT-‐1 Report to State Treasurer •
1 copy of MFT-‐1 Report to State Treasurer 1 copy of Roster of Entrants 4 copies of JR3-‐3 for juniors 4 copies of JR3-‐3 for adults (if you have adult participants) 1 copy of JR3-‐4 Area Report of Festival Ratings for juniors 1 copy of JR3-‐4 Area Report of Festival Ratings for adults (if you have adult participants)
1 check payable to MFMC for the amount in the TOTAL REMITTED blank on the MFT-‐1
Keep in your own files: 1 copy of MFT-‐1 Report to State Treasurer 1 copy of Roster of Entrants 1 copy of JR3-‐3 for juniors 1 copy of JR3-‐3 for adults (if you have adult participants) 1 copy of JR3-‐4 Area Report of Festival Ratings for juniors 1 copy of JR3-‐4 Area Report of Festival Ratings for adults (if you have adult participants) 1 copy of Gold Cup Report 1 copy of Silver Cup Report (if you have adult participants)
Send to MFMC Festival Cup Chairperson, Sarah Twedt: 1 copy of MFT-‐1 Report to State Treasurer 1 copy of Roster of Entrants 1 copy of Festival Cup Report
AUDIT PROCESS
Your speed at submitting reports and responding to inquiries from your auditor directly affects the time it will take for your certificates and cups to arrive. Your auditor checks your reports to see that: 1. You have completed all necessary reports. 2. You have named events as they are in the Festivals Bulletin and included them in bulletin order. 3. The total numbers of superiors, events, and entrants match on every report. 4. The total numbers of consecutive superiors by year match on the JR3-‐4 and the JR3-‐3. 5. Students followed the progression rules set out in the Festivals Bulletin. 6. Every consecutive superior number is correct when compared with last year’s data. 7. You have submitted the correct fees to the state treasurer. After you make any needed corrections and re-‐submit the corrected reports, your auditor will authorize the shipment of Superior Certificates and Festival Cups for your site.
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Information for ALL MEMBERS Bulletin Highlights and Reminders – These Are Only Highlights – Refer to the Bulletin! ELIGIBILITY – Festivals Bulletin page 1, 6 • Junior entrants must be under 19 years of age on the date of the festival event AND must be members of the Federation. • Adult entrants are age 19 or above on the date of the festival AND must be Federation members of a senior club or Senior Individual Members or hold collegiate membership. PROGRESSION – Festivals Bulletin page 2 Progression errors are found on the final reports too often and lead to student disqualification. Each club should have a system to check and catch classification and repertoire errors when registrations are received. Be aware and assertive about this issue. • Junior entrants who receive a Superior must advance to a higher class the next year unless otherwise noted in the directions for the specific event. • Junior entrants who receive an Excellent or lower may advance to a higher class or repeat the current class one time with different repertoire unless otherwise noted. In the Lynn Freeman Olson Piano Solo Event, entrants who receive an Excellent or lower in a Primary Class may only repeat the class at Level B (page 23). • Entrants in the highest class of an event may repeat that class with different repertoire regardless of the rating received (except Theory, p. 247). • Pre-‐primary entrants may repeat the class once regardless of rating if they still meet the age requirement. In the Lynn Freeman Olson Piano Solo Event, the student must enter Level B if repeating the pre-‐primary class (page 23). • Regression of class is NEVER permitted. DISQUALIFICATION DUE TO TEACHER ERROR – Festivals Bulletin page 6 COMBINATION OF POINTS AND ALTERNATING EVENTS – Festivals Bulletin pages 7-‐10 • Combining Solo and Concerto points toward one Solo gold cup is allowed only for students in grades 9-‐12 and has specific requirements as to the difficulty classification of both the solo and the concerto. Consult the bulletin for specifics. • Alternating points from duet, trio, and quartet events toward one Ensemble cup is allowed, but the points may only be used once toward any cup. • String students may alternate between solo and concerto events to accumulate points toward a cup in the solo event. • Students may alternate between the Piano Solo Event and Lynn Freeman Olson Piano Solo Event to accumulate points toward a cup in Piano Solo. MEMORIZATION – Festivals Bulletin page 2 • Junior entrants in all solo events (except American patriotic and folk song, organ, hymn event, and brass/woodwind choice selections) MUST perform from memory. • If an entrant does not perform/complete a piece from memory, the performance will receive the judge’s comments only – NO RATING will be given and NO GOLD CUP POINTS will be awarded. MUSICAL SCORES – Festival Bulletins page 3 • Published scores must be provided for the judges. • Legally produced scores from vendors such as CD Sheet Music may be used if they include the letter of permission that accompanies the music. • Photocopied music is allowed ONLY if accompanied by written permission from the publisher stating that the music is out-‐of-‐print. 2014 MFMC Festival Information Page 8 of 9
ACCOMPANIMENTS – Festival Bulletins page 4,5
• •
If accompaniment is indicated in the score, it must be used. Accompaniments may not be taped except in Dance events.
REPERTOIRE/CHOICE OF MATERIAL – Festivals Bulletin page 3,4 and event requirement pages • • • • • •
General rules governing the choice of repertoire appear on page 3,4. Specific rules are at the beginning of each event section of the bulletin. Choice material may not appear anywhere in the bulletin unless otherwise noted. Choice pieces must be commercially published. Students MAY NOT use titles from the Lynn Freeman Olson Piano Solo Event as choice music in the regular Piano Solo Event (see page 11, #6). SPECIAL NOTE – hymns, folk songs, and traditional melodies are NOT ACCEPTABLE choice pieces in the Piano Solo event. Be careful, especially when choosing choice pieces from lesson books – these books typically contain many folk and traditional melodies, and this type of error in repertoire happens many times each year and forces students to learn a new choice piece in a hurry. Arrangements and simplified classics are also unacceptable.
RECORDING – Festival Bulletins page 5
•
No audio recording, video recording or photography during any performance
LYNN FREEMAN OLSON PIANO SOLO EVENT (LFO) – Festivals Bulletin page 23 • •
Progression in LFO event – read page 23 #9-‐12 carefully! Students may alternate between the regular Piano Solo event and the Lynn Freeman Olson Piano Solo Event accumulating all the points toward a Festival cup in Piano Solo.
SPECIALLY CAPABLE JUNIOR MUSICIAN (SCJM) – Festivals Bulletin page 2,3 • •
Exceptions to the General Rules are allowed for students who have been identified as physically or mentally challenged. SCJM Official Application (JR 3-‐13) must be submitted to the site and state chairperson at the time of entry to the Festival (form available online).
PIANO ENSEMBLE EVENTS – Festivals Bulletin page 39
•
The solo class of the ensemble entrants must be within 2 classes (example: Elem 2 and Elem 4).
THEORY EVENT
• •
Practice tests are available on the NFMC website. Exams and answer keys must be requested from the State Festival Chair.
ADULT PARTICIPATION RULES – Festivals Bulletin page 6 •
A senior club called MFMC Adult Festival Club has been created for adult festival participants. Membership in this club will fill the requirement that all festival participants be federation members. The membership dues will be paid with the Senior Dues Statement sent out by the state treasurer.
FESTIVAL CUP INFORMATION •
Only first and last names are engraved on the cup. If the student’s name includes what might be considered two names (ex. Mary Jo Smith) this must be communicated to the Site Manager so the reports are correct.
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